PROJECT VIABILITY & DEVELOPMENT GRANT PROGRAMME 2016 GUIDANCE NOTE

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1 PROJECT VIABILITY & DEVELOPMENT GRANT PROGRAMME 2016 GUIDANCE NOTE

2 Please read this document in full before starting the application process. If you have any additional questions please contact the Grants Team at or via our office on Introduction Project Viability and Project Development Grants are intended to support churches to become more sustainable through the diagnosis of issues affecting the church, testing the viability of proposed solutions to improve sustainability (for instance by considering local competition), and the development of guiding policies and plans that will be implemented through a subsequent capital or sustainability project. These grants are not limited to capital projects, but may be used to better understand and plan solutions for a wide range of sustainability issues impacting on your church. Eligible projects have until 12th September 2016 to apply though we advise you to apply as early as possible. Decisions will be notified within 6 months. We apologise in advance that, owing to the volume of applications, we cannot accept late submissions. Please ensure you complete and return the separate cost breakdown and funding information sheet, available on the Project Viability and Development webpage here, in addition to the online application form. Project Viability Grants This programme offers churches help to diagnose problems affecting a church, or to assess the opportunities available to it. The grant should also include an assessment of the viability of new facilities, sustainability models, or new services ahead of a potential application to key funders. In particular the grant should enable churches to explore the evidence of need for a suggested use, or uses, for their church and the sustainability of that use. The maximum grant size is 3,000, which would require a 50% match from applicants own reserves or other funders. At the end of the grant, churches need to have produced a project viability report following the format recommended by either the Architectural Heritage Fund or the Heritage Lottery Fund (see below). The report should provide sufficient information for the church to decide whether to proceed with developing the project. For guidance on planning a viability appraisal, we recommend that you read the following documents: Architectural Heritage Fund: and refer to the viability report template on their website Heritage Lottery Fund: Project Development Grants Churches often struggle with preparing the detailed application documents required by large funders such as the Heritage Lottery Fund. Churches may need help preparing the guiding sustainability principles that underpin the issues they are trying to address, and which respond to an initial diagnosis or viability analysis, for instance a business plan building on the viability appraisal. They often also need assistance to fund architectural and public engagement plans such as designs to RIBA Stage 1, and activity plans or a condition report. 2

3 The National Churches Trust can consider grant applications of 5,000-10,000, which would require a 50% match from the applicants own reserves or other funders. The grants could also cover the cost of employing a Project Manager to oversee professionals and prepare funding applications, as well as the cost of professional support to conduct condition surveys or draft the key documents required by funders. Who can apply Applications are welcomed from any Christian place of worship in the United Kingdom, listed or unlisted, that is a member of Churches Together in Britain and Ireland. The National Churches Trust is especially interested in projects that address one of our geographic or denominational priorities, listed below. National Churches Trust Priorities 2016 Geographic Priorities Priority Denominations North East England Baptist Northern Ireland Presbyterian/Church of Scotland Scotland Wales Applicants must have a legal responsibility for the care of their church. You will need to own the building, or hold a full repairing lease. The work being applied for should not have been started when the application is made, and should be carried out by a relevant professional. We will require their details once appointed. Any grant awarded is for the project development cost only, and not capital works. Applicants may wish to apply to the National Churches Trust for funding as their capital project develops. To be ELIGIBLE to apply you must answer YES to all of the following questions: Is your building a Christian place of worship (but not a Cathedral) in England, Northern Ireland, Scotland, Wales, the Isle of Man or the Channel Islands? And do you own the building or have the right to carry out the work? Was your building originally built as a place of worship and is it open for regular public worship? Please note we do not usually fund new build or stand-alone structures. Is the principle denomination that worships in the building a member of (or does it belong to an umbrella body that is a member of) Churches Together in Britain and Ireland Is your project in the planning stages (i.e. not yet started) for an urgent structural repair and/or introducing new facilities to widen use of the building? Have you raised over 50% of the funding required? If you are applying for a development grant, have you already carried out project viability work? The assessment process is competitive and we cannot fund all of the good-quality applications that we receive. As a guide, applications from the following will not be supported under this fund: Churches that are no longer used for worship Privately owned churches 3

4 Cathedrals New build churches Works to church halls What we can fund The types of work that we can fund may include, but are not restricted to: Staff time for a Project Manager to develop the proposal to the equivalent of an HLF Round 1 submission. The Project Manager should not be a member of the governing body of the place of worship. Nor is it appropriate for the Project Manager to be a member of the professional team, such as a member of the architect s practice. The grant usually covers the employment of a single person. However, it is also acceptable for tasks to be broken up between appropriately qualified people. For external appointments, the organisation should advertise on the open market, interview at least two candidates and operate an equal opportunities policy. The National Churches Trust should be notified of all the people being employed and must see a Minute of Appointment with the end of grant report. The National Churches Trust should be notified of any changes in personnel during the course of the grant. A brief outlining the tasks and responsibilities of the Project Manager should be submitted with the application. It should be clear and have a distinct division of responsibilities between the Project Manager, the clergy/churchwarden and the wider professional team. Project Manager claims are paid at an agreed daily rate, up to a maximum of 350 per day. The Project Manager is required to report time worked on the project, and will need to submit details of time worked with the end of grant report. Payment of the grant will usually be made against invoices with supporting documents and a progress report. Paying professional advisers. The grant can contribute towards the cost of specific items such as: o Architectural plans to the equivalent of RIBA Stage 1, o Condition surveys, o Governance advice and training, o Business planning, o Conservation statements, o Public engagement or activities advice. Our Professional Trades Directory may help you locate services for your project. How we assess applications When we assess your application, we will consider the following: Why is a National Churches Trust grant required? Is the project well planned? Is the project financially realistic? Will the capital project be sustainable? How urgent is the project? 4

5 Applications will initially be assessed against programme criteria by National Churches Trust staff. Where applications meet the programme criteria, decisions on which projects to fund will be made by the independent National Churches Trust Grants Committee in December Evaluation We will request copies of any reports you produce as a result of our grant and will also ask you to notify us of grant applications submitted and grants received. We may also from time to time carry out additional evaluation research. Application form help notes After registering via the grants pages of our website (with an address and password) applicants must complete an online eligibility test (see above) please ensure you answer the questions accurately to avoid disappointment later. If you are eligible you can then continue to an online application form (see instructions below). Please keep your log-in details safe. The form is split into several sections: - Contact information details for main contact - Your project details including the building s use for both worship and community, and what you want to do - Funding your Project (project development applicants only) your current funding situation including what you have raised and what you still need to raise, this must be accompanied by a separate cost breakdown and funding information document, available from the website, here. - Impact and Outcomes (project development applicants only) what the benefits of the project will be both to people and the building - Additional Information to help inform our work going forward and to stay in touch - Supporting Documents (see below) You will also be asked to attach the following supporting documents, if applicable: - Latest set of audited or independently examined annual accounts to help us understand your financial situation and how money is spent - External and Interior images (jpeg format) - Evidence of match-funding e.g. grant offer letters - Evidence of any pre-application advice from your local planning authority and/or governing body - Estimated capital cost breakdown sheet if available - Building condition report / structural survey / QIR extract - Brief for professional work - Maintenance plan if available - encouraging regular maintenance is one of our priorities, so we will often ask for a copy of your annual maintenance plan, particularly for repair grant applicants. This is an annual timetable of steps regularly taken to keep the building and grounds in good order. For advice about maintenance please visit the Society for the Protection of Ancient Buildings Faith in Maintenance website, please click here. - Cost breakdown and Funding Information sheet (project development applicants only) available from the website, here. - Buildings at risk register entry for building outside of England - Friends Accounts if applicable 5

6 To preview the full list of questions to help you prepare your answers in advance, please see the relevant page of the website, here. Details on how to complete the form are outlined below. Completing the Online Application Form To fill out the form, work through each page answering every question as best you can. Do not worry if you cannot answer all of the questions immediately as the form can be saved and returned to at any time via the Grants Programme Application Form (available via the website and logging on with your registration details. We will only see the application once you have clicked on complete. You will find additional help and guidance along the way as you complete the form online. Help is available wherever you see a question mark (?) by left clicking on the symbol to open a help screen. Questions marked * are mandatory and all applicants should complete these, if you have nothing to enter write none or NA. Mandatory questions must be completed in order to proceed to the next pages. Although some questions are more relevant to community and repair projects we encourage all applicants to answer as many of the questions as possible. If you have no information to enter into a box and it is not mandatory, you can leave it blank and continue to the next question. Where word count limits apply these are stated alongside the boxes in the form, and are approximate. Some spaces are limited so brief notes are encouraged. Where figures are required, these should be rounded up to the nearest whole number and should not include a sign or punctuation. Where web addresses are included in the additional text you will need to copy and paste these into a web browser. You will be asked to upload supporting documents (see above) on the final page. There is a maximum file size of 5MB for each document. If for any reason you are unable to provide the documents, or if you experience problems uploading them, you can send them by to grants@nationalchurchestrust.org making sure that you use the name and location of the place of worship in the subject title. Once you are ready to submit the application to us, select "Review" to check your answers. Choose "Revise" if you wish to edit any text, then follow the same procedure to review again. Once satisfied, select "Complete". You will receive a copy of your application by along with a reference number. Once your application has been submitted Stage One - Once a completed application is received we will aim to conduct a first review of the information within 6 weeks to confirm eligibility and to identify what further information is required. Some applications will be deferred or rejected at this stage. Stage Two - We will consider applications against assessment criteria and priorities identified for the year by the Grants Committee and Trustees. We also look at the benefits and surrounding circumstances of each project and also consider the funds available to us at that time. If you have been asked for further information please ensure it is provided. Because of the volume of applications we receive, we are not always able to carry out a second request . The Committee, which comprises both Trustees and independent experts from church and heritage sector backgrounds, will discuss a shortlist of candidates that most closely meet our priorities in December. Decisions cannot be made between meetings. For information about other sources of funding please visit our website. 6

7 Grant Offers, Conditions and Acknowledgements If your application is successful, you will receive an offer of a grant (occasionally with conditions) which will be valid for one year from the date of the offer. Grant offers are made subject to terms and conditions including the following (these may be subject to change): We want people to know that the National Churches Trust have supported your project. If you are awarded a grant, you must acknowledge our funding using a grantees acknowledgement logo during the delivery of your project. We will give you guidance on this and can provide some acknowledgement materials free of charge. We may on occasion ask churches to partner an event with us. If you are awarded a grant, you will need to send us high resolution digital images of your project. You give us the right to use any images you send us. You must get all the permissions required before you use them or send them to us. We request a copy of the report you have commissioned on its completion further details will be provided in due course. We ask that efforts are made to ensure the ongoing maintenance of the building and that it is open to the public. The NCT must be notified immediately of any plans to end public worship in the building, and may ask for repayment if a place of worship closes within 5 years of a grant being paid. Grant Claims and Payments When we make a grant offer we will send a letter with up to date terms and conditions (outlined above), an acceptance form to sign and return within 30 days, and an explanation of how to claim the money. You will have one year from the date of the offer letter to claim payment, after work has been completed. If work does not start in time to claim the grant, it will not be possible to extend the offer period. To claim your payment, you will be asked to submit the following (these may be subject to change): 1) A pay-in slip or bank statement for the place of worship s account with bank account name, number and sort code. 2) A copy of the completed report our grant supported. 3) Copies of all related invoices Please allow up to 5 weeks for payment to reach your account, which will be made by BACS. After payment has been made We are keen to stay in touch with our grantees and you may wish to apply through our other grant programmes for support with the next stages of your project. If you are successful in being awarded a grant, we will look to publicise the award and may ask you to supply quotes and photographs to demonstrate the impact of our grant on your project, and of your project on the building and its community. This is helpful to us in terms of improving the support we can offer and can help us to attract new funding which in turn helps us to help more churches and communities. We appreciate your support and participation in advance. 7

8 A final word We support places of worship from all Christian denominations across the UK through funding, advice and other initiatives. We are dependent on donations and grants from other organisations and individuals to allow us to do this. The National Churches Trust (NCT) is an independent organisation with a small team of employees, we do not receive any funding from church or state. Whilst we fully realise that fundraising for your church or chapel is quite rightly your focus at this time, we would like to ask you to consider getting involved with the wider national cause at a future date. For example you could hold a fundraising event (such as a coffee morning) to raise funds for the NCT and your church, or place an article about the NCT in your next newsletter (which we can provide). You can find further details at or by ing info@nationalchurchestrust.org and do follow us on Facebook ( and Twitter (@natchurchtrust). In the meantime, we would like to keep you updated about our work and news that is affecting our sector. You will be asked in the online form if you are happy for us to contact you via post and/or with information that we hope you will find both informative and useful. We can assure you that all of your information will be kept private and secure, we do not sell or share our information. If you wish to opt out of future contact, you can do so at any point by simply letting us know via post, e mail or phone. If you have any further questions please be in touch. FINALLY, GOOD LUCK! We look forward to receiving your application. Catherine Townsend, Grants Manager, National Churches Trust National Churches Trust 7 Tufton Street London SW1P 3QB T +44 (0) info@nationalchurchestrust.org Patron: Her Majesty The Queen UK Registered Charity No: Company Registered in England, Registration No:

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